Terms of Service

These terms are between VanStamp ("we", "us") and the business that creates an account ("you", "the customer"). By creating an account or using VanStamp you agree to them. If you accept on behalf of a business, you confirm you have authority to do so.

Details in [square brackets] are for us to complete before publishing.

Contact: [CONTACT EMAIL] | [REGISTERED ADDRESS]

1. The service

VanStamp is a web app for managing vehicles, drivers, fuel, expenses, issues, documents and compliance dates. It is provided for business use only.

2. Accounts

• The person who creates the account becomes the company's office administrator and must give accurate information.
• You are responsible for everything done through your account and for keeping passwords secure. Tell us promptly if you think an account has been misused.
• Drivers join through single-use invite links you create. You are responsible for who you invite.

3. Free trial

New accounts get a 14-day free trial with no card required. One trial per company. If you don't choose a plan by the end of the trial, your account becomes read-only. Your data is kept for [30] days after the trial ends so you can subscribe and carry on; after that we may delete it.

4. Plans, prices and payment

• Plans and vehicle limits are shown on our pricing page. Prices are in GBP [and include / exclude VAT].
• Subscriptions are billed monthly in advance through Stripe and renew automatically until cancelled.
• Only active vehicles count toward your limit. If you reach your limit you will need to upgrade or archive vehicles before adding more. You cannot move to a plan whose limit is lower than your number of active vehicles.
• We may change prices with at least [30] days' notice. The change applies from your next renewal.
• If a payment fails, we may make your account read-only until it is resolved. We do not delete data because of a failed payment without giving notice.

5. Cancelling and refunds

You can cancel at any time from the billing page. Your plan stays active until the end of the period you have paid for. We don't give refunds for part-used periods, unless the law requires it or we agree otherwise in writing. After cancellation you can export your data during the period, and afterwards as set out in Section 10.

6. Your responsibilities

You agree that you will:

• use the service lawfully and only for your own fleet operations;
• have a lawful reason to record the driver and vehicle information you enter, and tell your drivers what you record and why (our Privacy Policy explains our role);
• not upload anything unlawful, or anything you have no right to upload;
• not try to access other customers' data, disrupt or overload the service, reverse engineer it, or resell it without our written agreement;
• keep to any fair-use limits that apply to your plan.

You remain responsible for your legal duties as a vehicle operator and employer, including keeping vehicles roadworthy, insured, taxed and MOT'd.

7. Reminders and information are aids, not guarantees

VanStamp shows compliance dates and reminders based on what you or your drivers enter. We do not check them against official records. A reminder may be late, missing or wrong if information is wrong or incomplete. You are responsible for making sure that MOT, insurance, tax, servicing and other legal requirements are met.

Figures such as spend totals and reconciliation matches depend on the data and statements you provide. Please check them before relying on them for accounts, tax or legal purposes.

(Coming soon: automatic reading of photos. When it is released, results may contain errors, and you should confirm them.)

8. Your data

You own your data. You give us permission to store and process it to provide the service and as our Privacy Policy and Schedule 1 explain. We do not sell it. You can export transactions and fuel reconciliation as CSV files at any time while your account is active.

9. Availability and changes

We work to keep VanStamp available and secure, but we do not promise it will be uninterrupted or error-free, and we may change or improve features from time to time. We will give reasonable notice of any change that significantly reduces what your plan includes.

10. Ending the agreement

Either of us may end the agreement by cancelling (you) or by giving [30] days' written notice (us). We may suspend or close an account straight away for serious or repeated breaches of these terms, unlawful use, or non-payment after notice. After an account closes we will delete your data within [30] days (backups within [90] days), unless the law requires us to keep something. Please export what you need first.

11. Liability

Nothing in these terms limits liability that cannot legally be limited, including for death or personal injury caused by negligence, or for fraud.

Subject to that:

• we are not liable for loss of profit, business, goodwill or data, or for indirect or consequential loss;
• we are not liable for fines, penalties or losses arising from a missed MOT, insurance, tax, service or other deadline, or from incorrect information entered into the service;
• our total liability to you for any claim arising out of the service in any 12-month period is limited to the fees you paid us in the 12 months before the claim arose.

12. Data protection

Each party will comply with data protection law. Where we process personal data for you as your processor, Schedule 1 applies.

13. Changes to these terms

We may update these terms. We will tell account holders of material changes at least [30] days beforehand. If you keep using the service afterwards, you accept the new terms; if you don't agree, you can cancel before they apply.

14. General

These terms and our Privacy Policy are the whole agreement between us. If a provision is unenforceable, the rest still applies. Not enforcing a right is not giving it up. You may not transfer your rights under these terms without our consent. These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction [ADJUST IF YOU ARE BASED IN SCOTLAND OR NORTHERN IRELAND].

Schedule 1: Data processing terms

This schedule applies when we process personal data on your behalf. You are the controller and we are the processor.

Subject matter and duration: providing the VanStamp service for as long as your account is active, plus the deletion period in Section 10.

Nature and purpose: storing, organising, displaying and exporting fleet, driver and expense records so that you can manage your fleet.

Types of personal data: driver and office-user identity and contact details; date of birth, address, driving licence and emergency contact details; work activity records (vehicle sessions, mileage, fuel stops, expenses, issues, availability); photos and uploaded documents; audit logs.

Categories of people: your drivers and office users, and any other individuals named in the records you upload.

Our commitments. We will:

1. process the data only on your documented instructions (these terms and your use of the service), unless the law requires otherwise;
2. make sure people who handle the data are bound by confidentiality;
3. keep appropriate security measures in place, as described in our Privacy Policy;
4. only use sub-processors approved in accordance with this schedule, and bind them to equivalent obligations. Our current sub-processors are listed in our Privacy Policy; we will give [30] days' notice of changes, and you may object;
5. help you respond to requests from individuals, and with security, breach notification and impact assessments, taking into account the nature of the processing;
6. tell you without undue delay after becoming aware of a personal data breach affecting your data;
7. delete or return the data when the agreement ends, as set out in Section 10;
8. give you the information you reasonably need to show we meet these obligations, and allow reasonable audits, with notice, no more than once a year, at your cost and without disrupting others' data.

Transfers: as described in the Privacy Policy, with lawful safeguards.